VERNON AREA PUBLIC LIBRARY DISTRICT

 

Board of Library Trustees Meeting – March 20, 2006

 

Minutes of the Meeting of the Board of Library Trustees of February 20, 2006

 

  1. Roll Call

 

President Goldstein called the meeting to order at 7:02 p.m.

 

Trustees present:  Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson.

 

Trustees absent: Stover.

 

Staff present: Director Meyer, Head of Adult Services Vlcek, Head of Youth Services Costello, Head of Technical Services Soltysiak, Head of Patron Services Territo, Head of Support Services L. Foss, Manager of Information Technology Martin, Head of Building Services Kay, Recording Secretary Miller.

 

  1. Approval of the Minutes of the Previous Meeting

 

President Goldstein stated this matter would be addressed later in the meeting.

 

  1. New Business

 

a)                                               Approval of Transfer of Funds to the Special Reserve Fund

Trustee Kasten moved and Trustee Apostolakis seconded that the Board of Library Trustees determine that the Special Reserve Fund is in the most need of additional funds to meet the purposes of that Fund, and that the funds remaining in the Bond Fund be transferred to the Special Reserve Fund effective March 1, 2006. Discussion followed. In response to Trustee Berman’s question, Director Meyer stated that this action had been approved by Chapman and Cutler attorneys. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

b)                                               Approval of Developer Donation Fund Expenditure

Trustee Berman moved and Trustee Apostolakis seconded that the Board of Library Trustees authorize the expenditure of $25,000.00 from the Lincolnshire Developer Donation Fund for the purchase of audio visual materials for the Adult and Youth Services collections. Trustee Berman asked the staff members present if this was inline and a good thing to be doing. All concurred it was. Ayes: Apostolakis, Berman, J. Foss, Goldstein and Peterson. Nays: Kasten. Motion carried.

 

 

 

c)                                               Approval of Agreement to Extend IDOT Construction Easement

 

IDOT has indicated they would like to extend the temporary construction easements through December 31, 2008 and has offered the library $5,000.00 for this use. Money to replace landscaping was included in the original agreement. IDOT will restore the driveways at the end of the agreement. Discussion was held on how much of the sidewalk to the building IDOT would be paying for. Director Meyer stated IDOT would pay for the portion of sidewalk up to our property line but he will check on this to be sure. Trustee Berman requested he also check to see if IDOT could complete the sidewalk from the property line to the building entrance at the library’s expense. Trustee Berman moved and Trustee Apostolakis seconded that the Board of Library Trustees accept the offer of IDOT of $5,000.00 as payment for extension of the existing temporary construction easements in accordance with the current existing terms and obligations until December 31, 2008.  Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

d)                                               Approval of Dates for Staff In-Services

 

Trustee Peterson moved and Trustee Kasten seconded to close the library

Friday, May 19, 2006 from 9 a.m. – Noon for a half day staff in-service and to close the library Friday, September 15 from 9 a.m. – 5 p.m. for the annual full day staff in-service. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

  1. Old Business

 

a)   Discussion and Approval of Procedure for Facilitating Capital Replacements and Repairs

 

      Director Meyer stated this procedure was put together based on many lengthy discussions in the past regarding capital replacements and repairs. It has been developed to assist in getting questions answered thoroughly, having the time to understand the projects, allow us to be proactive on any future projects and efficiently facilitate projects. The procedure will allow for many questions and discussion at the committee level so that once a specific item comes to the Board of Library Trustees meeting, the trustees will be informed and ready to vote on it. Discussion followed. Trustee Peterson moved and Trustee Apostolakis seconded to approve the Procedure for Facilitating Capital Replacements and Repairs with the inclusion of a reference that emergency repairs be made in accordance with the By-Laws of the Vernon Area Public Library District. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

 

  1. Financial Reports

 

Trustee Kasten moved and Trustee Berman seconded to approve the Warrant List and Statements for January 2006. Several items were discussed including digital borrowing is a term used by patrons using the My Media Mall service to download e-books and digital books; Copier/R/P assistance is help given to patrons using the copiers, readers and printers; the gas bill being paid is for November; Garrity and Company installs and maintains security devices and two repairs were made to the system; the two postmaster payments were for mailing the recent issue of Columns and for the postage meters. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten, and Peterson. Nays: None. Motion carried unanimously.

                                                                                                                             

  1. Management Reports

 

a)   Directors Report

 

Director Meyer distributed a draft of the Library Card Registration Policy. He asked the Board of Library Trustees to review the policy. He will have attorney Bob Smith review the draft as well. This policy was drafted according to law and some rules the library has instituted. Director Meyer would like to have this as a library policy. He feels it would be useful to have this written policy available at the Patron Services desk for people who are not able to obtain a card or who want to know why they have to prove residency. This is not a change to policy, just an articulation of our current policy. Director Meyer will put it on the March agenda for referral to the Policy Committee or for approval by the Board of Library Trustees. A number of non-district library cards are issued to Trinity College students. Several possibilities to improve this situation were reviewed and will be further discussed at the March meeting. Director Meyer stated that we are now required, by law, to post library Board Meeting agendas on our website. Beginning in July, approved Board Meeting minutes of all open meetings, will also need to be posted. Director Meyer distributed copies of the Non Profit Board Report to the Trustees. If they would like, the library will begin subscribing to this periodical. Also distributed to the Board of Trustees was a copy of the new employee handbook. This has been updated to include all items already approved as Personnel Policy by the Board. Discussion was held on the proposed combined community center/library between the Village of Buffalo Grove, the Buffalo Grove Park District, Indian Trails Public Library District and the Vernon Area Public Library District. Director Meyer feels it is important to participate in these initial discussions and provide as much input as possible even though our participation in the proposed project is uncertain. Funding, being the largest issue, was discussed as well as actual size of the facility, all of which are unknown at this time. Several viewpoints were presented in that this could take some pressure off of our current building and it would provide convenient service to patrons living in the southern end of our district. Trustee Berman stated you can enter into governmental agreements to legally operate out of your district. Director Meyer will continue meeting with representatives of all the agencies involved in this proposed facility.

 

b)         Department Heads’ Reports

 

Vlcek distributed statistical reports for Adult Services and reported that Saturday movies are going well. President Goldstein complimented Gina Sheade on being featured in the Korea Daily newspaper article about the library’s Korean language collection. Territo reported that if we e-mail patrons with their hold requests, we no longer call them. Currently, only one person has opted out of the e-mail notification choice. The Food for Fines program was very successful and Vernon Township Food Pantry was very pleased with the donations they received. The Sedgebrook residents enjoyed their tour of the library. Martin reported that upon our one year anniversary with Horizon, we entered in a service and maintenance agreement with them.  E-mail notifications sent out this month totaled 600-700.  President Goldstein congratulated Lisa Marie Smith for being chosen to serve on the committee that chooses notable videos and DVDs for ALA. Costello reported that the midwinter ALA conference has improved greatly with many technology workshops and not just committee work. Kay reported the new silencers have been installed in the HVAC system and that all is working well. She also updated the Board on the progress of the work to the Director’s window.

L. Foss reported that high school pages work an average of 12 – 15 hours per week. She also likes being able to give the high school kids an opportunity.

Director Meyer thanked the Department Heads for their reports and stated that on the agenda for the March meeting will be the Registration Policy, RPB update, a possible short demonstration of the new website and tax anticipation warrants.

 

     7.    Committee Reports

 

Director Meyer requested a Facilities Committee meeting be scheduled for the purpose of looking at internal issues. The meeting was scheduled for Monday, February 27 at 6:30 p.m.

 

      8.   Communication and Correspondence

 

Director Meyer reported that State Senator Bill Peterson thanked the library for its donation to the Vernon Township Food Pantry. We also received a letter from Secretary of State Jesse White announcing we have received our Per Capita Grant of $64,387.75.

 

 

 

 

 

9.    Approval of Minutes of Previous Meetings

                                                                                                                             

Trustee Berman moved and Trustee Kasten seconded to approve the minutes of the Executive Sessions of the Board of Library Trustees held on June 29, 2005; July 12, 2005; August 20, 2005 and September 21, 2005. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

Trustee Berman moved and Trustee Apostolakis seconded to approve the minutes of the Special Meetings of the Board of Library Trustees held on July 12, 2005; August 29, 2005 and September 21, 2005. Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

Trustee Apostolakis moved and Trustee Kasten seconded to approve the minutes of the Executive Session of the Board of Library Trustees on November 16, 2005.  Ayes: Apostolakis, Berman, J. Foss, Goldstein, Kasten and Peterson. Nays: None. Motion carried unanimously.

 

Trustee Berman moved and Trustee Kasten seconded to approve the minutes of the regular meeting of the Board of Library Trustees on January 18, 2006 with the following correction to page two, line 19 – delete the words to approve. Voice vote was unanimous. Motion carried.

 

  1.  Other

                                                                                                                       

Trustee Peterson followed up on information he received regarding setting up a foundation. He had received a copy of the Stevenson High School Foundation By-laws and requested Director Meyer obtain a copy of the By-laws from the Indian Trails Public Library District Foundation. Director Meyer reported that attorney Bob Smith is reviewing this matter to see if he is comfortable with helping to set up a foundation, if not, he will recommend another attorney. The Ad Hoc Committee for the purpose of setting up a Foundation will meet on Monday, February 27 at 7:30 p.m.

 

J. Foss spoke with the Fire Chief of Lincolnshire regarding a TIF district on Milwaukee Avenue that is set to expire in 2012. He feels it is important to watch what is happening with this TIF district. Director Meyer will look into getting information on it annually.

 

11.   Public Discussion

 

None.

 

 

 

 

12.   Adjournment

 

Trustee Apostolakis moved and Trustee Peterson seconded to adjourn at 8:46 p.m.

Voice vote was unanimous.

 

 

 

 

Respectfully submitted,

 

 

 

____________________________

Joseph M. Foss III, Secretary

 

 

 

 

                                                                            ___________________________

                                                                             George I. Goldstein, President